Intro

Setting up automation rules puts your grants on autopilot. On the one hand, it enables the automatic creation of grants when certain rules apply. On the other hand, stakeholders can be selected from the overview, and then the grants can be generated in one go.

How can grants be automated?

Automated granting upon HRIS sync
1. If a rule is enabled for HRIS sync
2. An HRIS sync is run
3. Then, the employees who match the conditions will receive grants according to the rule
By bulk granting
1. On the stakeholder page, stakeholders can be bulk-selected
2. At "Equity Plans" > Grants > “Add grant” it is possible to run rules manually for those stakeholders

The two ways of defining granting rules

A fixed amount
- Choose an amount of units to be given out in the grant, i.e. the number of options or phantoms, etc.
- The same amount will be given to all stakeholders to which the rule conditions apply
Percentage of salary
- The value of the grant will be calculated based on a percentage of their salary (synced from your HRIS)
- Usually, the percentages are different by department/team and seniority (all stakeholder fields synced from your HRIS)
- In order to calculate the grant amount, it is necessary also to provide a share price to be used for the calculations:
  
  Basically
  grant value = salary * percentage
  
  grant amount = grant value / share price
  
  or in another way
  grant amount = percentage of salary / share price

How to create granting rules

Go to Compay Settings > Data Management > Add automation rule
Rule settings:
- Give the rule a name
- Define which stakeholders it applies to (i.e. set up filters by stakeholder custom fields, e.g. department, seniority, etc. and employment fields- filters are additive, meaning that stakeholders must match all conditions for a rule to apply to them)
  - Employment fields:
    terminationDate,
    employmentStatus,
    jobTitle,
    payRate,
    payPeriod,
    payCurrency,
    employmentType,
    team,
    workCity,
    workCountry,
    manager,
- Define which plan the grant should come from
- Define the grant
  1. A flat amount to be given
  2. Percentage of stakeholder salary
    
    Note: To use the percentage of salary calculation, we need the following fields from HRIS: payRate & payPeriod. PayPeriod is mandatory and payRate is optional. Further, if payPeriod is not provided, we assume that the payRate is annual.
Decide if the rule should be applied automatically upon HRIS sync
- ✅ If enabled, run HRIS sync (you can see in the preview which stakeholders will receive grants)
- ⛔ If disabled, you can still run all rules manually to bulk grant to stakeholders from the stakeholders list
Once a rule has been applied, there will be draft transactions and, if applicable, draft grant documents & signatures (depending on the plan presets)
The admin now has the opportunity to review those changes before publishing them
Required access rights
- For simple access rights: Admin or Owner
- For custom access rights:
  - To set up the workflow rules in settings: data management settings + view employee equity distribution + view documents and signatures + view stakeholders + has ALL stakeholder access
  - To bulk grant from the stakeholder page: data management settings + **manage** employee equity distribution + **manage** documents and signatures + view stakeholders + has ALL stakeholder access

Limitations

Plan: Enterprise

Fractional shares are currently not supported. You can still use the automated granting feature. However, our calculation does not produce fractional grant amounts. We always round to the closest integer.
Salary
- Multiple currencies for salaries (we currently treat everything submitted in the salary field per the company’s defined base currency in Ledgy)
- Custom pay periods other than annual or monthly (other pay_period values will result in no grant for said stakeholder) - an unset pay period will still default to annual
Currently, there is no validation for filters in place, meaning users are responsible for making sure filters make sense together. For example, there is nothing preventing you from setting multiple filter value conditions on the same field (e.g. department must be “sales” then add another filter department must be “CX”), which would lead to no results.

Supported HRIS:

7 shifts
ADP Workforce
AlexisHr
Altera Payroll*
BambooHr
Breathe
Ceridian Dayforce
Charlie HR
ChartHop
Deel
Factorial
Freshteam
Gusto
Hibob
HR cloud
Hr Partner
Humaans
IntelliHr
Namely
Nmbrs*
Officient
OysterHR
PayCaptain*
Paychex
Paycor
Paylocity
PeopleHR
Personio
Proliant
Rippling (support of fields dependent on when the customer created the API token)
Sage HR
SAP SuccessFactors*
Sapling
Square Payroll
TriNet
UKG Pro
UKG Ready
Workday
Zenefits
*These HRIS are supported but only work if users have their salary input in HRIS as an annual salary.

FAQ

Why don't you take the latest share price from the cap table when I set up a granting rule by salary percentage?

There are use cases where you want a different share price than your latest share price from your cap table. We’d also give you the option to create multiple rules with different share prices.

Granting phantom shares